EXECUTIVE SUMMARY

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EXECUTIVE SUMMARY Powered By Docstoc
					___________________________________________________________________________
                                                          2005/SOM2/017
                                                         Agenda Item: X.2




   Solutions Sharing Network - Strategic Overview
                       Purpose: Consideration
                    Submitted by: APEC Secretariat




                                            Senior Officials’ Meeting II
                                                            Jeju, Korea
                                                       30-31 May 2005
                                EXECUTIVE SUMMARY

Increasingly, many Government agencies in our region are using on-line applications for
policy development and program/project management. Programs, such as the Solution
Sharing Network (SSN) would provide APEC members with an on-line capability to increase
communication and enhance collaboration between stakeholders. SSN would offer APEC a
secure electronic “white board” for policy development, creating documents and
collaborating on project activities. Participants are able to complete, submit and track the
status of their activities using this tool/application.

The adoption of such an application by APEC would provide a valuable tool to:
  enhance the coordination of APEC members and fora, and
  enable APEC members to creatively collaborate to undertake policy development of
  agenda items both before and after meetings
  build and facilitate development of solutions to emerging issues
  share best practices, and
  strengthen the institutional capacity of members

SSN would also enhance the effectiveness of the recently established Cultural Network and
the Virtual Disaster Preparedness Network. It would offer an alternative means of
transmitting information where email transmission is problematic.

Microsoft has offered to provide APEC with the SSN Portal software at no cost. The SSN
Portal operates on the Microsoft platform, specifically the Windows Server 2003 and the
Sharepoint Portal Server v2. To implement the project the Secretariat would need to
purchase hardware to host the software and run the application. This cost, estimated at
US$30,000, is already included in this year’s IT budget. Microsoft has also offered to assist
with the installation of the software and to customize the SSN Portal to meet our needs
(Annex A4).

There are several risks to adopting this new system. These include whether it is compatible
with APEC’s current business processes, whether the software will operate on the web-
browsers used by APEC members and whether users are willing to access a web-based
information system, as well as checking their email. Based on the facilities that the SSN is
able to provide, our initial assessment is that the SSN is likely to streamline APEC’s
processes and make collaboration more efficient.


                                     Recommendation

It is recommended that the Senior Officials:

1. Note the report and provide comments and feedback on the trial sites to the APEC
   Secretariat.




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                                                     Table of Contents

1. Introduction ....................................................................................................................... 4
2. Constraints of the current system ...................................................................................... 4
3. Potential benefits to APEC from using the SSN ............................................................... 5
4. Risks.................................................................................................................................. 6
5. Implications for the Secretariat’s current IT system ......................................................... 7
6. Key features of an SSN environment................................................................................ 7
7. Microsoft’s offer to APEC to participate in the Solution Sharing Network ................... 10
8. Work Plan and timelines ................................................................................................. 11
9. Related projects ............................................................................................................... 12
     (a) APEC Meeting Documents Database ..................................................................... 12
     (b) APEC Project Database .......................................................................................... 12
Annex 1 : Meeting Documents Database............................................................................. 13
Appendix 2: APEC Project Database ................................................................................. 21
Annex 3: Collaborative Modules : User Requirements ....................................................... 26
     A: BMC Template....................................................................................................... 26
     B: APEC Fora Template .............................................................................................. 27
     C: APEC Project Collaboration Module ...................................................................... 29
     D: BMC, LPMS and Project Database (PDB) sites ..................................................... 31
Annex 4: Customization of the SSN Portal to meet the needs identified by the APEC
Secretariat ............................................................................................................................ 34
Annex 5 : SSN Administration and Deployment Features .................................................. 37
1. Introduction
APEC’s reform agenda encourages us to make better use of new technologies to increase the
performance of APEC’s activities and projects across 21 economies, many time zones, and
including many Committees, Working Groups, Experts' Groups and Task Forces. This
agenda includes better collaboration between members, the establishment of Virtual
Networks and efforts to reduce the cost and time of holding physical meetings.

In many economies, the duplication of effort and solutions is common. Providing the tools to
facilitate creative collaboration and develop knowledge bases between APEC members
would enable APEC members to respond to emerging issues the development and effective
solutions to emerging issues and share best practices and strengthen the institutional capacity
of member economies. This would allow APEC to deliver a better service at a lower cost by
reducing instances of repeating past work and leveraging collaboration between stakeholders.
It would also create a community of peers and experts providing help and support.

Recent trends in both the public as well as private sector show that there is:

      A growing demand for cross-agency collaboration;
      A need to optimize the policy development process;
      Heightened demand for transparency of information, and
      A demand for greater efficiency in manual processes.

Microsoft’s Solution Sharing Network (SSN) offers a secure internet-based, collaborative
environment that facilitates the sharing, and enhancement of government applications and
solutions amongst peers. This electronic “white board” will facilitate increased collaboration
between APEC members, improve our responsiveness to a rapidly changing environment and
improve our relationships with key stakeholders in both the public and private sectors.

2. Constraints of the current system
In addition to enhancing APEC’s ability to share documents and collaborate more effectively,
the SSN could help overcome several limitations of our current email-based system. These
include:
a) The difficulty in accessing meeting documents which are not public.
   Documents that are still under consideration are not uploaded onto the APEC website.
   However, it is often these documents that economies and fora have a strong interest in.
   (This will be addressed in the Meeting Documents Database)

b) The difficulty in coordinating the generation of reports, working papers and other
   documents and the need for storage space.
   The drafting of working documents for Member comments and edits currently leads to
   many versions of documents-in-progress floating on the system. Another similar problem
   occurs when more than one Member is working on the document at the same time
   (leading to 2 versions of the ‘latest version’). SSN has the necessary collaborative and
   versioning features that could potentially provide an environment for collaboration on a
   document. Nevertheless, it would be ideal if this collaboration environment could
   interface with APEC’s Meetings Documents Database. .




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c) Long email trails and cumbersome recipient lists make it difficult to keep track of
   progress of issues.
   It is time-consuming to follow an email trail, especially for i) new participants entering a
   project who are unaware of the history of the project, and ii) members who might not be
   able to access their email frequently. The need to scroll through long email threads to
   keep updated on project status and activities is time-consuming. For APEC in particular,
   where there are multiple activities and projects ongoing simultaneously and different
   working groups, task forces and individuals participating in each, it is also time-
   consuming for new email groups to be created, and constantly updated, for each project.

d) Spam and other system-clogging occurrences
   The use of email systems requires time-pressed users to sift through spam emails before
   identifying key emails that contain urgent tasks at hand. For group participants on the
   road, this can be particularly frustrating.

e) The limited server capacity of some agencies and email accounts and firewall settings
   that do not accept emails with long address lists or particular names (e.g. Melissa)
   results in e-mail not being delivered.
   When mailboxes are full, or emails are rejected staff must spend time resending emails
   and attachments by fax. In the worst case, the person does not receive the document at all.

f) Limited bandwidth in some developing economies makes it difficult to send or receive
   emails with attachments.
   Limited bandwidth or server capacity make it difficult for some economies to share in the
   ideas and solutions offered by other APEC member economies. When economies with
   limited bandwidth are also the APEC host, these limitations on sending and receiving
   large attachments can lead to serious delays.

g) Limited access to emails when officials are away from their office
   For security reasons some officials are not able to access emails sent to their accounts
   when they are away from their offices. A secure web-based system would enable them to
   access documents on-line and to participate in collaborative discussions in a secure
   environment away from their office.

3. Potential benefits to APEC from using the SSN
APEC could benefit from the SSN in the following ways:
   enhanced the coordination of APEC members and fora;
   enabling APEC members to creatively collaborate to:
    o undertake policy development of agenda items both before and after meetings;
    o facilitate the development of solutions to emerging issues;
    o share best practices, and
    o build and strengthen the institutional capacity of members.
   being user-friendly and requiring minimal training to use the software will facilitate its
    use by a wide range of people;
   having a storage capacity that can handle a large quantity of documents and support a
    large number of users;


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   allowing APEC members quick and easy access to areas of interest? (not sure about this);
   Full-text searching for documents (Word, pdf and text files) and messages (comments,
    discussions, contact lists etc)
   An electronic whiteboard for new initiatives/programs/etc;
   providing secure access for officials to both documents and discussions;
   being scaleable and able to interface with many different types of computer systems, easy
    to maintain and flexible;
   having a low maintenance requirement and a low annual maintenance cost ($US5,000);
    and
   having an ability to interface directly with the Secretariat’s web-based Less Paper
    Meeting System .

In the future the system could provide other benefits such as:

   Savings on the development of new bulletin boards for APEC fora.
   Increased dissemination of materials produced by projects
   Better tracking and co-ordination of project-related activities.
   Project Finance Management
   An enhanced Document Management System
4. Risks
There are several risks to adopting this system. These include:

       whether it is compatible with APEC’s current business processes or operational
        systems,
       whether the software will operate on the web-browsers used by APEC members and
       whether users are willing to access a web-based information system, as well as
        checking their email.
       While bulletin boards and other web-based information sharing systems are becoming
        more widely used, we should not forget APEC’s previous experience with the
        ECOTECH Clearing House. In the case of the latter, the “Information Exchange”
        feature for posting issues for discussion or comments was largely under untilised. By
        contrast, a Discussion Board has been used regularly by the GPEG.

There are also a number of operational issues that must be addressed if the project is to be
successfully implemented. These include:
     Ensuring there is an adequate back-up system in place in the event of data corruption,
        system failure or security compromise.
     The possibility that non-authorised users could view the SSN sites or obtain access to
        the Secretariat’s website.
     The need to establish policies and authorizations for the posting/deleting/archiving of
        discussion topics
     The need to decide whether or not access should be restricted to APEC stakeholders
        or provided to the general public.
     The need for the SSN to work with the content management system that is driving the
        APEC website.



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       The need for a staged approach to commissioning the SSN and flexibility in the
        design and implementation.

5. Implications for the Secretariat’s current IT system
The adoption of the SSN will have no major impact on the Secretariat’s existing IT platforms.


SSN Management

To ensure the efficient management of the SSN sites, it will be essential that a person or
persons be designated persons to monitor, update and delete as appropriate the content on the
sites for members.

The IT team would:
     Create the SSN space for each fora or group based on customized templates
     Allocate a disk quota to each fora or group (e.g. 5GB or about 15,000 files)
     Backup data from the sites
     IT will provide support on creating the individual site, manage vendor list and
        permission. Upload/download/delete documents will be done by person in charge of
        each for a

Impact on the e-mail server

The load on the email server would be reduced because there would be less need to attach
large files such as meeting documents and presentations to emails. Other benefits would
include:
      Enhanced operation of the email server.
      More efficient operation of the storage space and backup system.
      Enhanced security of the Secretariat’s email system.

6. Key features of an SSN environment
The key features of a SSN environment include:

   •    A web-based portal allowing access to hosted knowledge and solutions
   •    An open forum for partners to contribute and show-case their solutions and
        capabilities.
   •    Mechanisms for searching and rating and organizing discussions and ideas.
The prime objective of the SSN platform is to host a repository of knowledge around which a
community of peers may collaborate to facilitate the reuse of knowledge in order to reduce
the cost and decrease the time required to develop effective solutions. Governments,
organisations and agencies can both contribute and take existing knowledge and solution-sets
from an SSN portal as they require. Creating a sense of community, transparency and
balance between stakeholders is the key to building trust and value in the network of peers
that will work together via the SSN environment.
A web solution is more secure than email solutions. Passwords and login accounts are used
to limit access to the information and (optionally) to track all web page access - so users can
tell who looked at what (and when). SSL is used to encrypt the data-stream between the web


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server and the end user desktop. As for very sensitive documents, documents may be
encrypted (in Word) before they are posted on the site. The document passwords are then
sent out to authorized readers via email totally independent of the website.

Where required, APEC groups could include the option of enabling web-based “live”
discussion forums and document libraries. A discussion forum allows participants across
different locations to participate in real-time discussions in a virtual workspace.


Case study – Implementation of the WCO Customs Data Model by APEC member
            economies

A recent workshop at the APEC Secretariat brought together a group of APEC customs import/export
policy and IT systems experts to analyse the World Customs Organisation’s Data Model against their
national data sets and procedures. The workshop focused on identifying, rationalizing and mapping
data elements for cross-border trade and provided options to assist member economies to implement
the Data Model. Participants were assisted by the presenters in preparing a Work Plan/Next Steps
document specific to their economy.

During the workshop UNCTAD presented information on its Automated System for Customs Data
(ASYCUDA) which is software for a computerized customs management system that is available
without charge to customs administrations. ASYCUDA enables economies to implement and utilize
the Data Model and is currently used by three APEC economies – PNG, the Philippines and Viet
Nam. The software is based on international codes and standards.

The SSN would have helped to facilitate the collaboration needed to prepare the Work Plans and to
assist IT systems experts to share solutions needed to implement the Data Model in their own
economies following the workshop.




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                         Proposed APEC SSN Structure

                                          Top level
                                          - Linked to Committees, Working Groups, etc
                                          - Allows access to all sites based on access levels



BMC                    CTI
                                          Working Group/Committee level
                                           - Linked to sub-sites related to the fora
                …                          - Includes a link to the APEC website
                       MAG
                                           Sub Fora level
                                           - All sub-site links related to this level
                                           - Includes a link to the APEC website
      PO site   Project Library(master)
                                            View Filter(selected columns: (proj no…)




                                                                                                                                    Users (Read only, update, upload, comment..)
                                                                                                        BMC Site


                                                                                               --- other sites as required


              Backup
              sys
             Portal
            Site DB
                                                                                                   Project Database
  Cut & paste          All sites

       APEC Database (M Drive)

 All the components below can be
 included in Fora or PO sites
                                            View, Search & Report: sorting/filtering by columns

         Discussion/announcements                                                      Users with permission levels: Secretariat staff
                                                                                       (access level will be different), Fora members
                                                                                       (with different access level), Project Overseers,
                                                                                       Contractors, other stakeholders, public etc

         Reference Documents         for                                               Projects, workshop, travel undertaking,
                                                                                       reports (evaluations/final),
                                                                                       reimbursement etc…

                                                                                       Chair notes, Member lists, Speaker lists,
         Shared Documents for                                                          draft meeting/workshop documents, media
                                                                                       releases, survey, on-line registration,
                                                                                       meeting agenda, etc

                                          More sites or lists can be added as required




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7. Microsoft’s offer to APEC to participate in the Solution Sharing
Network1
Microsoft Corporation has offered to the APEC Secretariat, APEC member economies
participating in APEC projects, APEC fora, APEC project teams and members of workshops
and seminars the use of its Solutions Sharing Network (SSN) at no cost. The SSN is a secure,
web-based portal based on the SharePoint Portal Server v2. It has a high-end file storage and
retrieval capability and would provide APEC with strong team collaboration functions. It
would allow users to work together on documents, tasks, contacts, events and documents to
be discussed at meetings other information. It can be customized by our own IT staff (Annex
4) and can readily be expanded to meet the needs of APEC fora or project teams. It is
designed for easy and flexible deployment, administration and application development.
SSN also offers a basic task tracking capability and search function. More details are
included in Annex 5.
The total cost to install and set up the SNN is estimated at $US90,000. Of this amount
Microsoft has offered to provide the software licences ($US30,000) and $US30,000 towards
the cost of customization and training.


        Item                                      Description                                  Cost to
                                                                                             Secretariat
                                                                                               ($US)

Set up                 This includes the cost of the software, the installation cost           30,000
                       and the configuration cost. The purchase of a new server
                       and a back-up server will be funded from the Secretariat’s
                       existing IT budget. Microsoft will donate the necessary
                       software licences.

On-going               The additional bandwidth and cost of future support to                $5,000/year
operating and          update the system can be managed by the Secretariat’s IT
maintenance            staff.

User training          Training of the Secretariat’s IT team will be provided by                 Nil
                       Microsoft. Microsoft will also develop a training package,
                       including on-site training, for APEC members.

Site                   Additional programming cost to customize the application
customization          to APEC’s business processes. Microsoft has offered
                       $US30,000 towards customization and the Secretariat will
                       hold further discussion with on Microsoft on this.

Information            Fora members, with the assistance of secretariat staff,
Management             would upload, update the information on each APEC fora’s
                       network. The SSN would automatically notify members of
                       the group when new documents were added/revised. This
                       is expected to reduce the number of routine emails sent to
                       fora.

1
    In 2000 Microsoft sponsored the e-IAP Database currently used by the APEC Secretariat.


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8. Work Plan and timelines
April
        Establish an Ad Hoc Group to undertake a critical assessment and implementation of
        the APEC collaboration, project-related and document management issues.

        Members of the Ad Hoc Group:

        1.       Director (Program) BB: Coordinator, Collaboration modules, Microsoft
        2.       Director (Program) ML: APEC Project Database
        3.       Director (IT) HJK: Coordinator (needs analysis and implementation)
        4.       Sharudin Bin Othman, System Analyst: Web analysis (current + linkage)
        5.       Gopika Gopalakrishnan, Information Manager: Meeting Documents Database
        6.       Teo Lee Leng (IT Administrator) : Implementation and operation
        7.       Jasmine Lee (Accountant) – Finance Module…
        8.       Nguyen Minh Vu…Special Assistant

May

        (a) Set up pilot sites to trial the SSN. Possible sites include the Virtual Task Force on
            Emergency Preparedness, the SOM Chair’s Office, APEC Committees and an
            enhanced collaboration site for GPEG.
        (b) The Executive Director to report progress to SOM II.

June ~ August

        (a) The Ad Hoc Group will work closely with Microsoft to confirm whether APEC’s
            requirements for collaboration, the new Project Database and a Meeting
            Documents Database can be met by the SSN.
        (b) If the SSN can meet all or most of APEC’s requirements the Secretariat will
            finalise with Microsoft the terms of the MOU and Scope of Services to be
            provided under the agreement.
        (c) The Secretariat would:
            - Purchase a new server and backup system
            - Finalise the timeline to implement the project with Microsoft
            - Implement the project with Microsoft’s consultant
            - Develop customized templates based on feedback from economies and fora
                 and deploy the prototype versions
            - Develop training materials for Secretariat, Economies, Fora members
            - Launch the BMC module at BMC II.
        (d) The Executive Director will report the outcome of this process to SOM III.

September

             -   Expand the number of fora and project overseers using the SSN.
             -   Where appropriate, develop and integrate other applications, e.g. Project
                 Database, Meeting Documents Database, using the SSN




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9. Related projects
(a) APEC Meeting Documents Database

The APEC Secretariat Communications team will be studying the feasibility of having a
comprehensive APEC Meeting Documents Database. The objectives of the system are to:

1.     Provide a central repository for APEC meeting documents including papers from
       APEC symposia, workshops, conferences, etc.
2.     Provide a password-protected access to various groups of users to allow access to the
       full database including restricted papers.
3.     Provide good searching capability to search documents
4.     Provide field specific search options in addition to full text search and browse options
       to help retrieve documents

The APEC Communications team has prepared a document outlining functional and system
requirements of such a database and work with Microsoft to evaluate if the SSN is able to
meet the requirements of the proposed APEC Meeting Documents Database. Please refer to
Annex 1 for full details.
A centralized repository and enhanced retrieval systems would facilitate access to the
documents.


(b) APEC Project Database

The APEC Secretariat is planning to upgrade the APEC Project Database. The new APEC
Project Database will be linked to or become a part of the SSN and include Operational, TILF,
APEC Support Fund projects and self-funded projects.

Users with appropriate access rights will be able to create, edit, and delete projects on-line
using a web browser. Users will be able to enter the tasks required for a project and set
deadlines. The database will include a search engine and have advanced reporting features.
For full details of the proposal see Annex 2. The intention is that some of these functions
could also be accessed through the SSN Project Overseer Module.




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Annex 1 : Meeting Documents Database

Secretariat Contact: Ms Gopika GOPALAKRISHNAN, Tel: 65-67727682

BACKGROUD INFORMATION AND REQUIREMENTS

1       SYSTEM OVERVIEW

1.1     APEC SECRETARIAT

        The APEC Secretariat Library serves as the institutional memory of APEC. It collects APEC
        meeting documents, and papers from APEC workshops, conferences, and seminars, among
        others, as comprehensively as possible. It also helps to ensure that the information is stored,
        retrievable, and accessible.

        At present, final APEC meeting documents are stored on the Secretariat’s file server. Only
        non-restricted documents are posted on the APEC Secretariat’s website. When required,
        APEC officials’ access restricted documents through a request to the Secretariat. To facilitate
        ready access, search, and retrieval of these documents for all users, the APEC Secretariat is
        developing a project designed to implement a database-driven meeting documents repository
        that would allow registered users to access all papers (non-restricted and restricted) and non-
        registered users to access only non-restricted documents.

1.2     EXISTING INFORMATION SYSTEMS

        The primary system component used by the Secretariat for the management of internal
        electronic systems is a Network Attached Storage solution called the SNAP server. The
        storage is partitioned to various drives to store different groups of documents. Access to
        these drive partitions are controlled by user-access rights through the Novell Netware’s user
        accounts. These drive partitions are accessible via the respective drives using either “My
        Computer” or “Windows Explorer” with Netware client.

1.3     EXISTING SYSTEM FOR MANAGING MEETING DOCUMENTS

1.3.1   Meeting documents within the APEC forum are not managed by a central documentation
        team or department. The responsibility is shared by the APEC Secretariat, the APEC
        group/fora and the meeting host. The Secretariat has in place guidelines for the handling of
        documents to ensure all APEC meeting documents are processed in a standardized manner
        and basic data elements are available.

1.3.2   Prior to meetings, the APEC Secretariat works together with the meeting host to facilitate
        collection and processing of papers or to help ensure that guidelines are followed. During the
        meeting, the meeting host facilitates the collection and processing of new papers. After the
        meeting, the meeting host transmits the full set of processed documents to the Secretariat for
        final checking, further processing (e.g. conversion to pdf etc) where necessary, dissemination,
        and storage.

1.3.3   Upon receipt, the Secretariat’s Program Directors and Program Assistants will check if all
        documents meet requirements. Once checked, the documents are forwarded to the
        Information Manager to save the files on the Secretariat’s SNAP server in a secure folder
        (with access rights for delete, modify, and save restricted to only the Information Manager).
        These documents are in their primary format.

1.3.4   The Information Manager checks the files again, converts them to pdf, and then posts non-
        restricted documents onto the website.

1.4     PROPOSED SYSTEM FOR MANAGING DOCUMENTS




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1.4.1   The workflow for the processes described in 1.3 involves a large number of people who only
        hold such responsibilities for a limited period of time and very often only for a single meeting.
        Given this, much of the management of the processing of documents will be handled in the
        same manner, i.e. not system driven. The workflow requirements described in 5.4 are
        required should there be any change in the structure of APEC and how it operates.

1.4.2   It is envisaged that creation of database records and loading of final processed files to the
        new database will be limited to the Secretariat’s Information Manager and backup staff and an
        IT administrator who will oversee technical issues.

1.4.3   All other users of the system, registered or non-registered, should be allowed to search, view,
        and download documents. Registered users will be allowed to view/download all documents
        and non-registered users can only view/download non-restricted documents.

1.4.4   It is envisaged that the proposed system would be compatible with Microsoft’s authentication
        model so that the system works transparently to the users of the Microsoft Solutions Sharing
        Network that the Secretariat is planning to deploy.

1.4.5   It is estimated, on the high end, that there may be 300 accessing the system at any one time
        to view/download files.

1.4.6   The number of primary documents added to the database each year is estimated at about
        12,000 (this includes primary files and pdf files). The Secretariat has APEC meeting papers
        dating back to 1989.

1.4.7   It is envisaged that the creation of records and uploading of files will be done in a reverse
        chronological order starting with papers from 2005. Temporary staff will probably be recruited
        to handle migration of files and creation of records for retrospective data.

2       FUNCTIONAL REQUIREMENTS

        The following outlines the base functional requirements of the database-driven meeting
        documents repository solution sought by the APEC Secretariat.

2.1     CORE DOCUMENT MANAGEMENT CAPABILITIES

2.1.1   Folders & Documents

        a. Structure: How are folders & documents organized?
            hierarchical file management
            assign object to multiple groups without copying (e.g. if a document comes out of a
               joint meeting of two or more groups))
            folder as parent
            other document as parent
            # of levels within a folder
            # of documents within a folder

            Are there any additional structure capabilities you would like to describe?

        b. Assembly: How are documents and folders assembled?
            Single document import
              - Standard “cut & paste”
              - Windows file management
              - Other methods?
            Mass document import
              - Bulkload
              - Windows file management
              - Other methods?

            How many keystrokes does it require to create a folder? Please describe process.



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             Are there any additional assembly capabilities you would like to describe?

        c.   Naming conventions – describe limits on lengths of filenames, file extensions, etc. for
             folders and documents.

        d. Meta information on a document
           Can the title assigned to the document be automatically incorporated into a document
              from the index record?

2.1.2   Indexing

        a. Setting: How do administrators establish indexes?
            How index is initially built
               - Text entry by database administrator?
            Pull down list?
            When is indexing prompted?
            Can the system “remember” the last entry for a repeated index value?
            Can the administrator view the index list that the system has built?
            Can the system index periodically?
            Can the system index alpha-numeric double-byte characters?
            Can more than one index database be created?
            Data entry for each individual index fields should be of variable length.
            Enable new index fields to be added to existing and new records should these be
               required later.

             Are there any other index setting capabilities you would like to describe?

        b. Index elements: (specify if it can be manual or automatic)
            Document type – agenda, summary report, convenor’s report, document list,
               participant list, declaration, statement, etc.
            Document number – e.g. 2005/SOM1/CTI/002rev1
            Document title
            Meeting date – provide date range
            Meeting name
            Meeting venue – country, city
            APEC group, issue area; sub-group
            Submitted by – economies, organizations, individuals, others
            Classification – restricted, non-restricted
            Purpose – e.g. information, consideration
            File format – word, pdf, ppt, xls, txt, rtf, etc
            Status of record – provisional, completed (to allow administrator to identify which
               records have not been completed)
            Record number to be system generated.

        c.   Uses of index: What functions can be driven by index fields? E.g., system defined
             sensitivity by index.

             If your application supports templates, describe how to create a template and if it can be
             done by a system administrator, programmer, or IT staff.

             What are the maximum number of indexes per document?

             How quickly is your index database updated?

             How quickly are those updates reflected to users?

2.1.3   In addition to individual record amendments, global updates and amendments should also be
        easily carried out whenever required.




                                                                                                       15
2.1.4   The ability to designate certain index fields as mandatory (basic index) and others as optional
        (additional indexes).

2.1.5   On the fly conversion of documents to pdf.

2.2     SEARCH AND RETRIEVAL

2.2.1   The solution will provide the ability to search across the entire repository and all document
        formats.

2.2.2   Browse (automatically generated) including
            By Document type
            By APEC Group
            Frequently consulted documents
            Meeting date
            Recent documents posted (the administrator should have the option to select the
               information for posting)

        Are there any other browse capabilities you would like to describe? Describe how methods
        implemented allow quick navigation through documents.

2.2.3   The solution must provide an intuitive search engine with features including:
        a. Simple user query construction
        b. Full-text search through all file formats
        c. Root expansions or stemming (search for “submit” and get “submitted/submitting” too)
        d. Proximity searches (e.g. “Chile” within 10 words of “initiative”)
        e. Boolean operators, wildcard, exact phrase
        f. Word variance (labor, labour)
        g. Natural language
        h. Thesaurus, synonym files (search for car and it includes automobile)
        i. Fuzzy searches – close to but not exact match – used with OCR due to difficulties in
           recognition
        j. Pattern matching (find misspelled words)
        k. Soundex - an algorithm for encoding a word so that similar sounding words encode the
           same (search for photograph and find photograph)
        l. Date range (not by date uploaded but by date of the meeting)
        m. Search refinement
        n. Unique identifiers
        o. Prioritization of results
        p. Inclusive and exclusive results
        q. Help information

2.2.4   The solution must provide search utilities/features to expedite and simplify the search process
        for users including:
        a. Save search criteria for reuse
        b. Provide pre-defined searches
        c. Apply further criteria to results of a search
        d. Display search history
        e. Abort search
        f. Combine SQL query with content-based
        g. Please indicate processing time

2.2.5   The solution must provide the following with regard to search results:
        a. Summary screen of “hits” including total number and document titles and date
        b. Allow selection of hits to be displayed (e.g. 10, 25, 50 per page)
        c. Options to sort by date, APEC Group, document type etc.
        d. Options to rank results by relevance, chronological order (meeting date) etc.

2.3     SECURITY AND ACCESS




                                                                                                        16
2.3.1   The solution will provide for assignment of security and access levels.

2.3.2   The solution shall allow for multiple security levels and roles for administration, system
        management, etc.

2.3.3   The solution should be able to work with Microsoft’s authentication model.

2.3.4   What actions are allowed or disallowed through security level?
            Index
            OCR Edit
            Create
            Query
            View
            Modify text
            Copy text
            Save
            Change document’s status
            Change document’s index
            Route
            Delete
            Approve

2.3.5   Describe how the solution provides for integration into Network Operating Systems
        architectures including:
        a. Novell
        b. Microsoft

2.3.6   Describe how the system provides comprehensive security.

2.3.7   Describe how the system uses any encryption technology to encrypt data transfer and login.

2.3.8   Describe how the system provides an audit trail, including date, time, user, and transaction.

2.3.9   Describe how the system supports security audit reporting on document access including
        user ID, date, and time.

2.3.10 Describe any necessary security measures/technologies required in allowing access from
       outside the Secretariat.

2.4     SYSTEM ADMINISTRATTOR FUNCTION, BACKUP

2.4.1   The solution will provide a comprehensive backup and restore system
        Periodic backup of documents and all necessary files
        Easy to use, restoration of the solution (operating environment, files, user-access rights, etc)
        Check and verify integrity of data being backed-up.
        Send email to notify administrator after each backup.
        Backup must be done during off-peak hours.

2.4.2   Database administration function:
        Abilities: What can the database administrator do?
                  User and group administration
                             Add and delete users
                             Establish or change passwords
                             Disrupt user’s connection to system
                             Define and impose timeout period to trigger automatic logoff
                             Enable/change access to material on an individual or group level
                  Others
                             Establish migration, archival or purge rules
                             View document status e.g. provisional, completed
                             Change document status



                                                                                                        17
                          Change document index information
                          Delete document
                          Print document
                          Rename libraries and documents
                Run backups
                          Staging of backups
                          Staging at workstation or server
                          Send message to users regarding downtime/system status
                          Tape backup capability

2.5     WORKFLOW AND HELP

2.5.1   The solution should provide a supervisory workflow review and approval capability.

2.5.2   The solution must provide online contextual help to assist users.

2.5.3   The solution must allow the Secretariat to redefine workflow, as needed and approved,
        without going through the vendor.

2.5.4   The solution must provide a visual, graphical (GUI) workflow tool to design workflow
        processes by "dragging and dropping" icons representing workflow steps.

2.5.6   Support “point-and-click” configuration enabling customization of workflow processes and
        user interface without additional programming.

2.5.7   Provide flexibility for authorized users to route documents on an ad hoc, exception basis (e.g.
        for special review) outside of normal automated routing.

2.6     REPORTING

2.6.1   The solution should be SQL compliant.

2.6.2   The solution must include and be able to generate administrator or user definable reports for
        statistical or other purposes.

2.6.3   The solution should allow the administrator to generate information on latest
        groups/categories of information uploaded to system and allow selection of specific
        information for dissemination via the browse option (please refer to 5.2.2)

2.7     EDITING

2.7.1   Provide document editing software for editing files created by means of OCR.

2.8     IMPORT OF EXTERNAL FILES

2.8.1   Provide ability to import image and text files generated externally (e.g. by vendors scanning
        backlog documents).

2.9     TEXT MANIPULATION

2.9.1   Provide ability to jump to pages or information contained in a document.

2.9.2   Provide ability to highlight words from search specification.

2.9.3   Provide ability to attach annotations to stored files without altering the original.

2.10    APPLICATION PROGRAMMING INTERFACE (API)

2.10.1 Identify the system’s interface with the following programming products:
       a. Java programming language



                                                                                                        18
          b. .NET programming language
          c. Other programming language (be specific)

2.10.2 Describe toolkits or programmer workbenches available to customize an application.

2.10.3 Identify any system interfaces with: Day Software’s Communique, Microsoft’s Solution
       Sharing Network etc., among other systems used at the Secretariat.

2.11      PRODUCT DOCUMENTATION/TRAINING

2.11.1 Describe the various installation, administration, user, and training manuals available.

2.11.2 Describe available training courses (location, length, etc.), schedules, and onsite vs. offsite
       training options. How are these costs incorporated in the proposal?

2.12      SYSTEM PERFORMANCE MANAGEMENT

2.12.1 Describe the various utilities available to compress and reorganize indices.

2.12.2 Describe other performance management and/or tuning utilities. Are the following available?
       System management and statistical reports
               Storage usage and capacity
               CPU performance
               Downtime
               System usages
       Online installation of disk space

2.12.3 Benchmarks – please indicate typical response time or system performance for the following:
       Response to any legitimate user action
       Response time independent of size of repository
       Performing a search and presenting a hit list
       Performing a search and presenting a hit list during system backup or recovery
       Full system backup or recovery

2.13      INTEGRATION SERVICES

2.13.1 Is integration staff, assigned to assist the customer onsite, product “certified”, and/or
       document management system architecture “certified”?

2.13.2 Does integration staff install, test and tune associated solution software components and
       underlying database software?

2.13.3 Does integration staff install and test specialized print drivers on related hardware?

2.13.4 How are integration services built into the proposal?

2.13.5 Will the Secretariat’s IT staff be trained and integrated at each step to facilitate platform
       knowledge transfer?

2.13.6 Will the underlying “customized” source code be given to the Secretariat? Can that source
       code be modified by the customer?

3       TECHNOLOGY REQUIREMENTS

        The following outlines the base technological requirements of the electronic documents storage
        system sought by the APEC Secretariat.

3.1       SYSTEM ARCHITECTURE

3.1.1     Provide an overview of the system architecture.



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3.1.2   Provide an overview, with major milestones, of the product’s development, up to and including
        its current release.

3.1.3   Provide information on the proposed solution’s scalability and threshold.

3.1.4   Provide information on the proposed solution’s interoperability.

3.1.5   Provide information on the proposed solution’s ability to configure and communicate with
        remote site installations, and provide recommendation for bandwidth between main and
        remote sites.

3.1.6   Provide information on the proposed solution’s cluster awareness under Windows 2003.

3.2     TECHNICAL REQUIREMENTS

3.2.1   On what hardware platforms is the solution “certified”?

3.2.2   What is the recommended hardware configuration?

3.2.3   What database systems does the solution support? Please include version numbers and
        related information (e.g. service packs, etc.)

3.2.4   What operating systems does the solution run on?

3.2.5   What is the recommended operating system?

3.2.6   What network protocols does the system support?

3.2.7   Is the application written in Java or .NET?

3.2.8   What web servers are certified for use with your web-based components?

3.2.9   If images are converted to PDF format for web viewing, does the associated Adobe
        Writer/Publisher software come bundled with your solution or must it be purchased separately?




                                                                                                   20
Annex 2: APEC Project Database
Secretariat Contact: Michelle Lowe (Email: ML@apec.org)

1.Web-based User Interface
The APEC Project Database will be accessible via any standard web browser. No client
software is needed to be installed on the client desktop. Users with appropriate access rights
will be able to create, edit, and delete projects. Refer to (7) for access rights.

2.Fields
To capture existing fields for Operational and Tilf projects, as well as cater for additional
fields for Self-funded projects. Also, the system will have to cater for financial fields and
computation. These are currently not available. Field attributes will be discussed at a later
stage.

<example of the fields>
1.Project Number       2.Budget Year 3. Type of Project      4.Project Status
5.Proposing Economy 6.Co-sponsoring Economy
7.Lead APEC Forum 8.Sub-forum 9.Involvement of other Fora 10.Business Involvement
       11.Academic/NGO Involvement
12.Project Name        13.Summary of the Project             14.Objectives 15.Project
Keywords
16.Expected Output 17.Expected Benefit
18.Expected Start      19.Expected End        20.Actual Start       21.Actual End
22.QAF info(Ecotech Theme)
23.Primary Initiative 24.Related Initiative
25.Attachments : Approved Project by BMC
26.Project Overseer info: contact person & address, gender, tel, fax, email, member
Economy
27.Project Contract info: indications( no direct labor/direct labor, 20k-50k,+50k), tender
close date, date contract signed, date proposal received,
28.Evaluation : date completed
29.Financial info: Souse of Funding(APEC-Funded/Self/both)          30.Currency Unit: USD
 Source Of Funding (USD)                    Operation TILF          Self-Funded AS
                                            al                                    F
 31.APEC-Funded                              53,400.00        0.00             0 0.00
 32.Self-Funded                                    0.00       0.00             0 0.00
 33.Partly APEC-Funded and partly Self-            0.00       0.00             0 0.00
 Funded
34.Comment 35.Remarks : by whom               36.others : ??

3.Entry Form
To have separate entry form for <Operational/Tilf/ASF> and <Self-funded> projects.

4.2-tier Workflow
A simple 2-level workflow can be implemented to allow a simple approval process before
information is published on the web.

5.File Attachment



                                                                                                21
Each Project can be linked to multiple file attachments. For ease of use, a <Browse> button is
to be provided.

6.Versioning
Project information will be versioned and it is possible to revert to an older version of the
information. System will only keep up to 3 versions, thereafter; it will delete the first copy of
the upload.

7.Task List Module
To allow users to enter the tasks required for a project and setting of deadlines. This is to be
presented as a matrix of tasks in a table format. For example:
Task              Responsibility Due by                 Alert me      Alert me      Remarks
Description                         (workflow           (PO)          (PSM)
                                    timeline/payment
                                    milestones)
First phase       PO
project
Second phase      PO
project
RFP
Tender
Contract
WG
Monitoring
Rpt
Payment
milestones
Evaluation Rpt
Project
completed

Flexibility should be included so that the table could be adapted for other activity
management, for example travel undertakings.

8.User and Access Management
Role-based access control module will be configured to support the security access
requirements for the APEC Project Database.
User Roles defined are the following:

   Internal users – People in the secretariat (full right) – not allowed to edit finance
data
   Internal Staff – Finance People, only edit Financial data
   General Public – view only (but cannot view financial data) via the web

All users are allowed to use functionalities such as search, reporting features, etc.

9. Search & Index
Search functionalities to include, but not limiting to:

   Indexing


                                                                                               22
   Crawls external websites and file systems

   Support for Microsoft Office, Adobe PDF, Lotus Notes repositories

   Support for Microsoft SQL, Oracle databases

   Incremental indexing

   Content tagging

   Cross platform indices

   Search

   Search types: Phrase, Wildcard, Proximity, Boolean Operation, Stemming

   Search constrained by content tags

   Customizable relevance ranking

   Presentation

   Sorted by relevance

   Search term highlighting

   Saving a search for future reference

   Provide a description for each Search result, this could be the project title or
project summary

10. Reminder Alerts
Information captured by the Project content type will also include milestones dates and email
addresses to be alerted before the milestone is reached.

11. Reporting Features
To provide reporting layout for different criteria search as the example




                                                                                           23
12. Finance Requirements

1) Each approved APEC- Funded project will have a statement of disbursement to keep track
of their disbursement details.
2) Data are input at the point when payments are made
3) The spreadsheet is divided into 3 parts, namely a,b & c
4) Sections a & b can be viewed by internal parties
5) Only Section b is opened for public viewing
6) Only Finance has the authority to view all sections and edit the financial data
7) Every month, reports are generated by extracting the data from the statement of
disbursement. They are :
(A) All the payments made during the month for the respective projects; and
(B) Monthly reports on the status of the APEC funded projects for the year.

13.Logging
Allow administrator to monitor the following:
  Who created the project and when
  Who modified the project and when
  Who deleted the project and when
Users are not allowed to amend such information.

14. Additional Requirements
The following table summarises the additional requirements for the Projects Database which
have been identified since the first version of this proposal was prepared.

                                 Additional Requirements
 Addition of two user groups.
 -First group will be accessing the database from remote, and allow to have editing
    function over selected fields. An exception report has to be generated for every
    change made by this group of users.
 -Second group will be allowed to view records with the same rights as Secretariat
 group, except that this group will not have editing function.


                                                                                         24
Allow selected groups to have the ability to post comments on a particular project,
these comments have to be threaded. Very much like a bulletin board.
Allow self creation of id and password by new user. An email is to be generated to the
Administrator of the database.
Make provisions for an alerting system. PSMs and SSMs can be advised by e-mail
when a certain task needs to be looked after. Those tasks are outlined in the Task
Matrix file
Expansion of project fields as specified in the Fields for OP/TILF file.
A separate and short Self-funded form.
Ability to have a customized report as well as a standard report
Ability to have POs make changes to project information (on a pre-defined basis)

Built in the capacity for Finance to be a more interactive part of the PDB. That is
financial information will be available on the PDB on a restricted basis. Only finance
personnel will be able to make changes to this section of the PDB, PSMs and SSMs
will have read-only access to pre-defined areas.
Facility for on-line feedback form (project completion form)
Screens to be consistent with the look of our Website, and easier to use, as per Project
db file
Facility for on-line project proposal form to enable Project Overseers to enter
proposals directly onto the system. This would provide add/edit/delete and print
facilities. The print facility would generate the project proposal in a Word for
Windows format and users would be able to reprint the proposal at any time in the
proposal’s “life”.
Simple workflow process for project proposals, which enables a group of authorized
users to logon and update the status of a project proposal. This will lead to the project
being fully approved at which point it is transferred to being an active project. As an
active project, approved users will be able to monitor and evaluate the project.
Business Analysis & Detailed Design – additional design work required to clarify
“vision” of final system and in particular to define and document user roles/security
levels and associated functionality.




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Annex 3: Collaborative Modules : User Requirements
A: BMC Template

Title: APEC Budget and Management Committee (include hypertext link to fora page on
APEC website)

1.    Access to Reference Documents – (READ ONLY and available for download.
      Documents can only be posted by the Chair and APEC Secretariat)

             e.g.     APEC Project Guidebook
                      Guidebook on APEC publications and APEC websites
                      Sponsorship Guidelines
2.    Names of Chair, Vice Chair and contact points for each economy – (contact list plus
      details for the Chair and Program Director)

3.    Messages and Announcements – (READ ONLY and available for download.
      Documents can only be posted by the Chair and APEC Secretariat). An automatic
      message would be sent to all members of the fora advising them that a message had
      been added to the site.

4.    General Discussion Board

5.    Meeting documents This menu would be comprised of all BMC related documents
      and processes as the below. It would indicate whether any comments had been made
      to each document and the date and the time of the last comment. If any new
      documents are added to the site, an automatic message would be sent to all members
      once per day with details of the titles of the documents

      For some BMC meetings there can be over 100 documents so that it would be a hassle
      if we sent an email message each time a document was added to the site. Of these
      100 documents, comments might be made on 20 documents. Therefore, users need to
      be able to quickly scan to see which documents have received comments. Details of
      the user who made the comment must be included with the comment.

Links to Meeting documents from past BMC meetings – (READ ONLY)
6.     Evaluation (survey form)

7.    On-line registration submission, meeting time schedule, and participants lists for
      meetings




                                                                                           26
B: APEC Fora Template

Title: Name of APEC Fora (include hypertext link to fora page on APEC website)

1.     Links to Reference Documents – (READ ONLY and available for download. Links
       can only be posted by the Chair and APEC Secretariat)

       e.g. Terms of Reference for the Fora

       Note :
       1. Most reference documents would be shared by other Fora, but access to some,
          such as draft meeting papers, would be restricted to members of the fora.
       2. The maximum number of fora would be around 30.

2.     Search function for the module (including all documents uploaded to the site)

3.     Names of Chair, Vice Chairs and contact points for each economy – (contact list plus
       details for the Chair and Program Director. This would be updated automatically,
       whenever the list on our Exchange Server was changed. Facility to for members who
       are on-line to chat).

4.     Messages, Announcements, Media Releases – (READ ONLY and available for
       download. Documents can only be posted by the Chair and the APEC Secretariat).
       An automatic message would be sent to all members of the fora advising them that a
       message had been added to this section.

5.     General Discussion Board (Any member could add or comment on an item in this
       space)

6.     Meeting documents for forthcoming meetings. A discussion board would
       automatically be created when a new document (read only) was uploaded.
       Documents only to be posted by the Chair and/or APEC Secretariat. An automatic
       message would be sent to all members of the fora advising them that a new document
       had been added to the site. Fields should indicate if document is ‘For Information” or
       ‘For Consideration’, document number, the document’s title, economy/or stakeholder
       submitting the document, agenda item number, date it was uploaded to the site,
       whether any comments had been made on the document and, if so, the time and date
       of the most recent comment. (Functions would be similar to those in the BMC site).

7.     Discussion Groups for policies or projects under consideration by the fora (Bulletin
       Boards – to be created by APEC Secretariat. Access to be controlled by Secretariat
       and the Head of each group). A list of members should be displayed for each group
       E.g.

               i.   Policy proposal on X
              ii.   Policy proposal on Y
             iii.   Sub fora
             iv.    Sub fora
              v.    Task Force


                                                                                              27
            vi. Project Evaluation

      This should allow members of the group to post documents, comment on documents,
      and to edit documents on a case-by-case basis

8.    Evaluation (survey form function. Could include specific questions we might want to
      ask fora after a meeting)

9.    An optional section for posting photos after each meeting. Photos to be uploaded by
      the Chair or Program Director

10.   APEC funded and self-funded projects being undertaken by the Group. This section
      would list the names of the projects and the Project Overseers and include links to
      Project Overseer sites (if available) and/or the project details in the APEC Project
      Database.

11.   Linking meeting documents to the Secretariat’s Less Paper Meeting System (e.g. if
      the meeting is being held at the Secretariat or the host is using a LPMS compatible
      with our system). This would require the relevant documents to be linked to the
      relevant agenda item and also appear under a separate heading according to their
      document number.




                                                                                            28
C: APEC Project Collaboration Module

These sites will allow groups of experts working on different issues to interact and address
issues of relevance to APEC. It is intended that wherever possible the information on this
site would be drawn from the Project Database.

Title: APEC Project Number and Title – Links to List of Projects on Fora Module and Project
Database.
Self funded (if so by whom) or APEC funded. Value of Project
Name and contact details of Project Overseer
Name and contact details of consultants
Expected date of major activity (e.g. workshop)

1.     Links to Reference Documents – (READ ONLY and available for download)

       e.g. Project proposal as approved by the BMC

2.     List of speakers and contact details

3.     List of participants and contact details

4.     List of APEC funded participants

5.     Search function for the module (including all documents uploaded to the site)

6.     Messages, Announcements, draft Media Releases – (READ ONLY and available for
       download. Messages and Announcements can only be posted by the Project Overseer
       and the APEC Secretariat). An automatic message would be sent to all speakers and
       participants advising them that a message had been added to this section.

7.     General Discussion Board (Any speaker or participant could add an item (with or
       without attachment) or comment on an item on this discussion board).

8.     Draft Presentations, Training Manuals, Publications for the project (MOSTLY
       READ ONLY and available for download – Access by the Project Overseer and
       Program Director. A discussion space would automatically be created for each
       document uploaded). In some cases groups may want the option of using tracked
       changes for some documents. An automatic message would be sent to all members of
       the fora advising them that a new document had been added to this section. Fields
       should indicate the document number, the document’s title, author of the document,
       date it was uploaded and whether comments had been made on the document and, if
       so, the time and date of the most recent comment.

9.     Discussion Boards for Specific Items. (Discussion Boards – access to be controlled
       by administrator and head of each the group. This should allow members of the group
       to post documents, comment on documents, and to edit documents on a case-by-case
       basis. A list of members should also be displayed for each group. E.g.

              vii. Project Evaluation
             viii. Speakers


                                                                                               29
            ix. Policy Development item A
             x. Policy Development item B
            xi. Special topic A

10.   Workshop evaluation (survey form function. This could include the specific
      questions we might want to ask project participants/speakers).

11.   An optional section for posting photos after each meeting. Photos can be uploaded by
      any participant or speaker.

12.   Travel Undertakings – (Tasking database function) Access to Secretariat Staff and
      Project Overseer only. This function may be included in the Finance element and
      linked to it.

      This should provide:
      The names of all APEC-funded speakers and participants
      The date the Travel Undertaking was sent
      Whether the airfare has been approved
      The date the signed undertaking is received
      The date the claim is made
      The date the acquittal was finalised
      Generate ISO indicators for APEC Funded Projects




                                                                                          30
D: BMC, and LPMS sites

The BMC and LPMS are incorporated into the Project database as the approval phase of the
project.

All related documents and information should be shared by the BMC and PDB sites.
Detailed requirements are as follows:
   1. Contact lists for registered users and the public user

       Administrator can add or delete a user
       Administrator can mail or change the user id and password
       Active directory must be installed and configured on the system for contact lists management,
        login authentication & authorization and Single sign on purpose
       The active directory must be configured for trust mechanism with the Secretariat active
        directory
       A Password and ID input window must be prompted for registered users. However, if the user
        is Secretariat user, the authentication process must be processed throw the Secretariat
        active directory without prompting a password window
       Once a user is logged on the system, no password input is required for file access or upload
        etc.
       Once a user is logged on the system and the user is entitled to access other site, no
        password input is required
       The public user can access certain level of lists or document library without password & user-
        id input. In such case, a public site will be created for the public users. Be remember that
        some documents or lists can be for registered users, non-registered users or both
       Estimated number of registered users per site would be:
       - 60 individual from the Secretariat
       - 40 groups from committee member and related members.
             i.e. 40 different user ID/password are required. Each user ID/password will be shared
             among a group.
       - 42 groups from Economies.
       - Unlimited from the public user. No user-id and password is required

   2. Use case

      In the current system, administrator uploads a finalized document on the BMC site as the
       shown example. However, in the proposing system, the content of the uploaded file can be
       classified into about 50 columns. Each column can be a text box, radio button, drop down list
       or hyper link etc. Reason is that the uploaded file and classified columns will be used for
       other purpose such as less paper meeting system and project database.

       The classified column input can be done by either administrator or project overseers.
       Once the file(or proposal) is approved by BMC, the columns mustn’t be changed by any.
       However, only administrator can update some columns and the file due to adjustments by
       BMC. This updating can be happened after BMC approval.

       The updated files will be browsed by BMC members during meeting.
       Currently this browsing can be done as the shown example called “less paper meeting
       system”.

       After a file(or proposal) is decided by BMC, the status of the proposal can be changed.
       i.e. only approved files will be turned into project database files for implementation of the
       proposal(refer to the project database requirement)

        During the implementation on the project database,
       - status can be changed as “in-progress”, “pending”, “cancelled” or “completed”.
       - Only specified columns can be updated by administrator. In that case system must have a
           log


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    -   Contributor can add a comment on the proposal(or project). This comment column must
        be separated from the BMC comment.

    The column selections can be done by a user created viewers

   The comment column invokes a new site as the shown example. Once commented the date
    and commented user name should be reflected on the comment column for attention to
    members. Comment is not allowed for read only users

   Attachment can be Word or PDF file. The attachment must be opened as a title or
    attachment icon is clicked

< example of proposal lists to BMC>




<example of a comment site on the proposal lists to BMC >




                                                                                          32
<example of less paper meeting system(LPMS)>




   the list can have more columns such as document number
   a file must be downloaded and opened as the line is clicked


   the LPMS have additional menus for business timetable, on-line registration and participant
    list which is automatically reflected by the on-line registration etc as the shown examples




   Detailed requirements can be referred to the detailed project database requirements




                                                                                              33
Annex 4: Customization of the SSN Portal to meet the needs identified by
the APEC Secretariat
Two different levels of customization will be required to meet the requirements identified by
the Secretariat.

    1. Built-in templates and components
       These include key components for collaboration such as reference documents
       (meeting documents would be accessed via the Meeting Documents Database),
       announcements, discussion boards, email alert, search engine, task list, agenda list,
       survey, information sharing.

    2. Enhancements to user developed templates.
    Template design (we can provide Microsoft with the APEC website style guide so that
    their designer could instill essential design elements for the template)

For advanced requirements, enhancements to the basic user templates will be developed by
IT and combined with the SSN.

1. Document Library

1.1 Interface mechanism
    An interface mechanism between the SSN and C# user applications must be provided.
    This must come with;
    - creation of an icon(or link) on 1)left menu pane, 2)top menu line and 3)columns
    - parameter passing between SSN and an application
    - referencing Database, tables and table columns by application sides
    - any security related issues such as password and id etc at user application sides

1.2 components access mechanism
    C# user application will get or set SSN components values to interface with SSN.
    To do that, reference books should be provided. The references would include type of
    classes, methods etc.
    This mechanism would facilitate multiple selections on a dropdown menu or on multiple
    dropdowns, then filtering will be triggered by an user provided button.

1.3 Document workspace
    A last activity on the document workspace should be reflected by 1)a time of the activity,
    2)a type(uploaded files, posted discussion) of activities, 3)name of users on the document
    columns

1.4 View
    - Created views must be accessible from 1)public users without password including file
       download as well as members with passwords. i.e. views will be created separately for
       public and members with different showing columns
    - Created views should be shown by a tree view style
    - Explorer view must be worked without any problems

< examples >



                                                                                               34
2. Contact list

    -   Active Directory must be installed on the SSN server. The AD should have trust
        mechanism with the Secretariat active directory.
    -   User applications should have access the list

3. Email and email alert

    -   configure SSN to use the Secretariat Exchange2003 email server
    -   provide alert list view and alert list setting based on users, files, folders

4. Search

    -   provide an interface mechanism to be called by C# application

5. Lists
    - provide a Tree view column to fold lists
    - When a list is clicked, the first attachment should be opened
    - Provide email alert lists




                                                                                         35
< example




6. Announcement and General Discussion
    - should have an own alert list and users list

7. Data management

Old data in document library, lists and discussions etc should be deleted by the administrator
of each site as and when it is necessary. Then the system should provide an easy way of
deletion such as delete by all data since a provided date, delete a document library etc

Backup and restore operation from and to disks or tape backup system

8. Others
    1. Installation of Window 2003 server/SQL DB/SPP
    2. Creation of AD for contact lists
    3. configuration of any related services
    4. support Sharepoint Object model programming(SharePoint/~.WebControls/~…)
        - List data/Documents/Administration/Security
        - Plug-in Web parts into SPP, calling Web parts from SPP
        - Indexing, Searching, backup/restore
        - Limiting/managing disk size to Web sites
        - Accessing SharePoint DB
        - Controlling ID/password




                                                                                            36
Annex 5 : SSN Administration and Deployment Features
Benefit                  Description
Scalability              Windows SharePoint Services scales from a single-computer
                         deployment to server farm deployment with multiple front-end and
                         back-end computers. New computers are easily added to a server
                         farm and removed for upgrades.
Per-site backup and      Each SharePoint site can be individually backed up and restored for
restore                  end-user support. This ability reduces the cost of restoring an entire
                         database for a small subset of data.
Administrative object    With the .NET Framework-based object model and command-line
model and command-       access to administration functions, system administrators can create
line utilities           custom scripts to automate their most common functions.
Site quotas              To prevent disk space from running low, sites can be limited to a
                         preset size. Automatic alerts can be sent to notify owners when a
                         site approaches its quota.
Blocked file extensions Site collection administrators can block users from uploading
                         specified file types when adding attachments or files to document
                         libraries.



Team Community

SharePoint sites provide places to capture and share ideas, information, communication, and
documents. The sites facilitate team participation in discussions, shared document
collaboration, and surveys. Site content is accessible from both a Web browser and through
clients that support Web Services. The document collaboration features allow for easy check
in, check out, and document version control.

Individual Empowerment

SharePoint site members can find and communicate with key contacts and experts, both by e-
mail and with instant messaging. Site content can be easily searched, and users can also
receive alerts to tell them when existing documents and information have been changed, or
when new information or documents have been added. Site content and layout can be
personalized on a per-user basis, and Web Parts can be used to present targeted information
to specific users on precise topics.

Microsoft Office System programs use SharePoint site content. All of a site's collaborative
content—for example, documents, lists, events, task assignments, and membership rosters—
can be read and edited within Microsoft Office Word 2003, Microsoft Office Excel 2003, and
Microsoft Office PowerPoint 2003. Picture editing of Web-based photo libraries is also


                                                                                             37
possible. Microsoft Office Outlook 2003 allows SharePoint site event calendars to be viewed
side-by-side with personal calendars, and it also creates meeting-specific workspaces to
augment group appointments.

Benefits for Users

Windows SharePoint Services provides the following advantages to the individuals and teams
who use it:

• Better Discoverability
    Finding and accessing information across a distributed workplace is a major challenge for
    which Windows SharePoint Services offers an effective solution. By providing users with a
    single Web-based team environment and built-in search capabilities, Windows SharePoint
    Services helps users to find information more effectively than with traditional file shares.
•   Better Communication

    With the built-in alert capabilities of Windows SharePoint Services, users can be notified
    when changes are made to shared information. Microsoft Office Live Communication
    Server provides users with the means to communicate instantly, whether by video or audio,
    and Microsoft Office Live meeting enables users to communicate and collaborate with
    anyone.
•   Better Team Processes

    The process of document creation and review is made simpler and more effective with
    built-in document versioning plus check-in and check-out capabilities. Additionally, using
    Windows Rights Management Services, authors can determine how their documents are
    distributed and used by others.
•   Better User Experience

    By integrating Web-based team collaboration services into everyday tools such as
    Microsoft Office, users can quickly and effectively adopt new collaboration tools and
    services. And by providing Web-browser access, Windows SharePoint Services makes it
    wasy for users to access team information through a single site on demand.

Benefits for IT Professionals

Built on the Windows Server 2003 platform, Windows SharePoint Services makes it easy for
IT professionals to implement a dependable, scaleable collaboration infrastructure, using
straightforward administrative tools and services. IT administrators will benefit from the
following:

• Reliable and Scaleable Platform
    Whether deployed on a single server supporting a small organization or in a large
    enterprise with tens of thousands of sites and thousands of users, Windows SharePoint
    Services provides a cost-effective, scaleable collaboration and information sharing
    solution, without compromising system reliability, security, or performance.
•   Reduced Complexity and Cost



                                                                                             38
    The rich, built-in functionality and ease of use of Windows SharePoint Services gives IT
    administrators the means by which to decrease the cost and complexity associated with site
    provisioning, site management and support, operations, and backup and restore. Moreover,
    because Windows SharePoint Services is so easy to extend as an organization grows, as
    well as easy to integrate with a variety of applications and systems, it is possible to build a
    collaboration environment with minimal administrative time and effort.
•   Advanced Security and Administrative Control

    Windows SharePoint Services is fully integrated with Windows Server 2003, enabling
    administrators to benefit from the rich functionality offered by such services as Active
    Directory, Live Communications Server, and MSN Connect. Centralized administration,
    effective data life-cycle management, and improved network and site performance are just
    some of the benefits administrators will enjoy.

Features of SharePoint Portal Server 2003

             Feature                              SharePoint Portal Server 2003
             Alerts                               Yes
             Browser-based customization          Yes
             Discussion boards                    Yes
             Document libraries                   Yes
             Document Workspace                   Yes
             Meeting Workspace                    Yes
             Lists                                Yes
             BizTalk integration                  Yes
             Microsoft FrontPage 2003 integration Yes
             Microsoft InfoPath 2003 integration Yes
             Surveys                              Yes
             Templates                            Yes
             Web Part pages                       Yes
             Automatic categorization             Yes
             Audiences                            Yes
             Topic areas                          Yes
             News                                 Yes
             Personal sites                       Yes
             Shared services                      Yes
             Single sign-on                       Yes
             Site directory                       Yes
             User profiles                        Yes




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